Section Title 6039 Jeopardy! Your Top Questions Answered! Speakers Elizabeth Dodge, CEP, Stock & Option Solutions Renee Deming, Cooley LLP Justin Docter, Stock & Option Solutions (aka Alex Trebek) Disclaimer The following discussion and examples do not necessarily represent the official views of Stock & Option Solutions, Inc. or Cooley LLP, with respect to any of the issues addressed. Moreover, this presentation and the views expressed by the individual presenters should not be relied on as legal, accounting, auditing, or tax advice. The outcome of any individual situation depends on the specific facts and circumstances in which the issue arises and on the interpretation of the relevant literature in effect at the time. Anyone viewing this presentation should not act upon this information without seeking professional counsel and/or input from their advisors. www.sos-team.com 408.979.8700 info@sos-team.com 1
Disclaimer from Cooley LLP These materials have been prepared for educational purposes only and do not constitute legal advice. These materials are not intended to create, and do not constitute, a lawyer-client relationship with Cooley LLP. Readers should not act upon these materials without seeking advice from professional advisers. The following disclosure is provided in accordance with the Internal Revenue Service s Circular 230 (21 CFR Part 10): Any tax advice contained in this presentation is intended to be preliminary, for discussion purposes only, and not final. Any such advice is not intended to be used for marketing, promoting or recommending any transaction or for the use of any person in connection with the preparation of any tax return. Accordingly, this advice is not intended or written to be used, and it cannot be used, by any person for the purpose of avoiding tax penalties that may be imposed on such person. 3 Webcast Materials http://www.sos-team.com/pdfs/6039a.pdf URL is case-sensitive. 4 www.sos-team.com 408.979.8700 info@sos-team.com 2
Agenda Overview of Section 6039 regulation changes Question Categories General Participant Statements IRS Paper Filing IRS E-filing Special Cases 5 Section 6039 Regulation Changes Information reporting to IRS is now required in addition to participant information statements Forms 3921 and 3922 required for participant statements and IRS reporting Expanded reporting requirements include new information for ESPP statements Goal is to provide necessary information for participants to complete tax returns 6 www.sos-team.com 408.979.8700 info@sos-team.com 3
Section 6039 Regulation Changes Information reporting to IRS only required for transactions occurring in 2010 and later years Employee statements still due 1/31 of the year following the triggering event, even before 2010 For most companies, triggering event will be the purchase/exercise For both employee statement and IRS report Assumes ESPP shares are deposited into brokerage account on behalf of employee upon purchase Substitute forms for employee statements are allowed Pursuant to instructions in IRS Publication 1179 7 Section 6039 Regulation Changes Participant Reporting must be completed by January 31st In year following the calendar year in which transaction occurred (first due date is 1/31/11) IRS Reporting IRS paper forms filing: due February 28th IRS e-filing: due March 31st Final instructions http://www.irs.gov/pub/irs-pdf/i1099gi.pdf (pages 4 & 10) 8 www.sos-team.com 408.979.8700 info@sos-team.com 4
Form 3921 ISO Reporting http://www.irs.gov/pub/irs-pdf/f3921.pdf 9 Form 3922 ESPP Reporting http://www.irs.gov/pub/irs-pdf/f3922.pdf 10 www.sos-team.com 408.979.8700 info@sos-team.com 5
General for 100 A sensitive piece of employee data required by both the IRS filing and on the participant statement. May be shown only once on a composite participant statement. Be sure it doesn t show through the window on the envelope. 11 Answer: General for 100 What is Social Security Number? 12 www.sos-team.com 408.979.8700 info@sos-team.com 6
Social Security Number Regs require Identifying number on Participant Statement Social Security Number If the taxpayer has an SSN, it should be used If the taxpayer does not have an SSN, Individual Taxpayer Identification Number (ITIN) or ATIN may be used instead Is masking SSN on participant statements permissible? No, not at this time Permissible to truncate on Forms 1098 series, 1099 series, and 5498 series, but not 3921 yet (page 9 of general instructions) 13 General for 200 A corporate tax year reporting requirement for employees in the year of ESPP disposition and ISO disqualifying disposition. Not replaced or changed by the revised 6039 reporting requirements. 14 www.sos-team.com 408.979.8700 info@sos-team.com 7
Answer: General for 200 What are W-2 reporting requirements? 15 W-2 Reporting Requirements ESPP At Disqualifying or Qualifying Disposition (always SOME ordinary income ) ISO At Disqualifying Disposition Reporting Box 1 Wages, tips, and other compensation Box 16 State wages, tips, etc., if applicable Box 18 Local wages, tips, etc., if applicable 16 www.sos-team.com 408.979.8700 info@sos-team.com 8
General for 300 A transaction-specific field that is required if you have more than one ISO exercise or more than one ESPP transfer (usually purchase) for an employee. Used to match transactions when/if a correction is filed. 17 Answer: General for 300 What is Account Number? 18 www.sos-team.com 408.979.8700 info@sos-team.com 9
Account Number? Huh? Not required except for Instructions say: The account number is required if you have multiple accounts for a recipient for whom you are filing more than one information return of the same type. See Pub. 1220 if you are filing electronically. for corrections - pub 1220 (e-filing) says: a 20-position field for a unique Payer's Account Number for Payee. If a payee has more than one reporting of the same document type, it is vital that each reporting is assigned a unique account number. This number will help identify the appropriate incorrect return if more than one return is filed for a particular payee. Do not enter a TIN in this field. A payer's account number for the payee may be a checking account number, savings account number, serial number, or any other number assigned to the payee by the payer that will distinguish the specific account. This number should appear on the initial return and on the corrected return in order to identify and process the correction properly. 19 Account Number 20 www.sos-team.com 408.979.8700 info@sos-team.com 10
Other General Issues Are forms required for Same-day Sale Exercises of ISOs? Yes Our reading of the regulations and IRS guidance can find no exemptions for same-day sale transactions. Some have suggested since all necessary information for calculating tax is available via other forms (if gain is calculated based on sales price), forms 3921 and 3922 should not be required. 21 Participant Statements for 100 A form other than the official IRS form that is used to furnish statements to participants. Rules for forms specified by IRS Publication 1179. More than one transaction may be included on each statement. 22 www.sos-team.com 408.979.8700 info@sos-team.com 11
Answer: Participant Statements for 100 What is a Substitute Statement? 23 Substitute Forms 3921 & 3922 Substitute statements. If you are not using the official IRS form to furnish statements to recipients, see Pub. 1179 for specific rules about providing substitute statements to recipients. Generally, a substitute is any statement other than Copy B of the official form. You may develop them yourself or buy them from a private printer. However, the substitutes must comply with the format and content requirements specified in Pub. 1179 that is available on the website at www.irs.gov. http://www.irs.gov/pub/irs-pdf/i1099gi.pdf Page 10 Updated to include 3921 & 3922 24 www.sos-team.com 408.979.8700 info@sos-team.com 12
Sample Substitute Aggregate Form - Top 25 Sample Substitute Aggregate Form - Bottom 26 www.sos-team.com 408.979.8700 info@sos-team.com 13
Participant Statements for 200 Materials included along with the mailing of forms 3921 and 3922. May include additional materials, a cover letter, other statements that were distributed in previous years. 27 Answer: Participant Statements for 200 What are Additional Enclosures? 28 www.sos-team.com 408.979.8700 info@sos-team.com 14
Participant Statements: Additional Enclosures General Instructions: You may combine the statements with other reports or financial or commercial notices, or expand them to include other information of interest to the recipient. Page 10. http://www.irs.gov/pub/irs-pdf/i1099gi.pdf 29 Participant Statements for 300 A form of electronic delivery, other than website delivery, that is acceptable to the IRS as long as the same form of electronic delivery is involved in the mandatory collection of consent for electronic delivery. 30 www.sos-team.com 408.979.8700 info@sos-team.com 15
Answer: Participant Statements for 300 What is email delivery? 31 Email Delivery of Participant Statements From IRS Office of the General Counsel to SOS: Yes they can use e-mail as a delivery method. It is in Example 2 of the regs (1.401(a)-21(f) Example 2). Even though reg refers to 401 benefit plans, may be applied more generally to participant statements, per the IRS. Requirements for electronic delivery are complex and include: Consent obtained from participant (in a manner that demonstrates ability to access statement) Disclosure re: duration of consent, how to revoke, etc. Full list here: IRS Reg 31.6051(1)(j) (refers to W-2, but applies generally) 32 www.sos-team.com 408.979.8700 info@sos-team.com 16
IRS Paper Filing for 100 Number of forms 3922 you can file on paper if you are filing 249 forms 3921 on paper. 33 Answer: Participant Statements for 100 What is 249? 34 www.sos-team.com 408.979.8700 info@sos-team.com 17
IRS Paper Filing: Limits Form types are NOT aggregated to determine the limit. You can file up to 249 forms 3921 and 249 forms 3922 on paper with the IRS. You can file 10,000 forms 3922 (via FIRE) and 249 paper 3921 forms with the IRS. 35 IRS Paper Filing for 200 The tearing strength, average, each direction not less than-grams required for paper used to file paper SUBSTITUTE forms with the IRS. 36 www.sos-team.com 408.979.8700 info@sos-team.com 18
Answer: Participant Statements for 200 What is 40? 37 IRS Paper Filing Requirements for paper forms with the IRS are very complex. Requirements around font, ink, paper strength, data position, etc. If you are planning to send paper forms to the IRS, PURCHASE your forms. 1-800-TAX-FORMS 38 www.sos-team.com 408.979.8700 info@sos-team.com 19
IRS Paper Filing for 300 The website location where you can fill out an electronic version of form 8809 to get an automatic extension of time to file forms 3921 and/or 3922 with the IRS. 39 Answer: Participant Statements for 300 What is http://fire.irs.gov? 40 www.sos-team.com 408.979.8700 info@sos-team.com 20
IRS Electronic Filing: Extensions If request is filed online, it is automatically approved. If request is mailed in, you will receive an approval or denial letter. Online form DOES request a TCC, but your provider should be able to request an extension for you. http://www.irs.gov/pub/irs-pdf/f8809.pdf (See bottom of the form for methods of filing and details) 41 IRS FIRE Filing for 100 Identifying number used to indicate the sender of the file (not the issuing firm or payer ) when a file is submitted using the IRS FIRE website. A three-letter initialism/acronym. 42 www.sos-team.com 408.979.8700 info@sos-team.com 21
Answer: IRS FIRE Filing for 100 What is a TCC? 43 IRS FIRE Filing: TCC Transmitter Control Code Used by the transmitter of the file to identify themselves May or may not be the issuing firm or payer company Outsourcing provider may FIRE file on your behalf, if so they will use their own TCC, not yours Not used for electronic filing of W-2s IS used for electronic filing of 1099s 44 www.sos-team.com 408.979.8700 info@sos-team.com 22
IRS Paper Filing for 200 The most painful aspect of creating the IRS FIRE file per the specifications of publication 1220. 45 Answer: Participant Statements for 200 What is the fixed width format of the FIRE file? 46 www.sos-team.com 408.979.8700 info@sos-team.com 23
IRS FIRE Filing: Fixed Width Format 47 Example of FIRE File 48 www.sos-team.com 408.979.8700 info@sos-team.com 24
IRS FIRE Filing for 300 The latest date by which you can submit the FIRE file without a penalty. 49 Answer: FIRE Filing for 300 What is April 30 th? 50 www.sos-team.com 408.979.8700 info@sos-team.com 25
IRS FIRE Filing: Latest Date FIRE Submissions due on 3/31 + 30 day automatic extension via submission of online Form 8809 = April 30th 51 Special Cases for 100 The tax document that triggers a requirement to perform information reporting for a nonresident alien that transferred ESPP shares or exercised an ISO. 52 www.sos-team.com 408.979.8700 info@sos-team.com 26
Answer: Special Cases for 100 What is a W-2? 53 Special Cases: Non-Resident Alien Exemption Non-resident aliens are exempt from reporting unless they received a W-2 in any tax year between grant and exercise/transfer. 54 www.sos-team.com 408.979.8700 info@sos-team.com 27
Special Cases for 200 Maximum penalty that may be charged an issuing firm for failure to comply with Section 6039 information reporting requirements. 55 Answer: Special Cases for 200 What is $3MM? 56 www.sos-team.com 408.979.8700 info@sos-team.com 28
Special Cases: Transition Rules for ESPP Penalties just increased with the passage of the Small Business Jobs Act of 2010 (H.R. 5297) http://www.rules.house.gov/111/legtext/111_hr5297_snam nd.pdf (section 2102) Failure to file with IRS Due: March 31 (if electronic) Late by 30 days or less: Was $15 per form, $75,000 max Now $30 per form; $250,000 max Late by >30 days but filed by August 1: Was $30 per form, $150,000 max Now $60 per form; $500,000 max Filed after August 1 or not at all: Was $50 per form, $250,000 max $100 per form; $1,500,000 max NOW DOUBLE THAT for PARTICIPANT FILING 57 Special Cases for 300 The company responsible for 6039 reporting after a merger transaction. 58 www.sos-team.com 408.979.8700 info@sos-team.com 29
Answer: Special Cases for 300 Who is the acquired company OR who assumed responsibility? 59 Special Cases: Mergers When a company acquires another company Acquirer can agree to assume the target's reporting obligations for the year If the acquirer doesn't agree to assume the target's obligations, target is still required to: file the returns with the IRS distribute the statements to the employees http://www.irs.gov/pub/irs-pdf/i1099gi.pdf (page 3) 60 www.sos-team.com 408.979.8700 info@sos-team.com 30
Contact Info Elizabeth Dodge, CEP Vice President, Product Management 6399 San Ignacio Avenue, Suite 100 San Jose, CA 95119 USA Bus: (408) 754-4609 Mobile: (650) 773-2142 E-mail: edodge@sos-team.com Renee Deming Attorney 3175 Hanover Street Palo Alto, CA 94304-1130 Bus: (650) 843-5115 E-mail: rdeming@cooley.com Justin Docter Regional Director 6399 San Ignacio Avenue, Suite 100 San Jose, CA 95119 USA Bus: (408) 754-4613 E-mail: jdocter@sos-team.com www.sos-team.com 408.979.8700 info@sos-team.com 31